Special Event Planning

Not every planned event runs as scheduled. To ensure the safety of our students, employees, and visitors, each of us has the responsibility to protect and minimize the effects of an emergency incident at a planned special event. Event organizers are encouraged to review the Building Emergency Plan during their planning process.

When Planning an Event

  • Develop an emergency plan for the event. Download the Special Event Planning Guide. 
  • Designate a point of contact for first responders or public safety officials.
  • Notify the Office of Public Safety of your event by sending your Special Event Plan to pso_em@ku.edu.
  • At least one person on the event-management team should be able to receive KU text notification alerts. If an alert is issued, tell attendees exactly what the message says and follow the directions provided.

Conduct a Pre-Event Briefing with Managers, Ushers, Volunteers, and Other Staff

  • Review details of the venue, including entrances and exits, number of people attending, and specific information about the audience/attendees.
  • Review policies and procedures on unacceptable behavior.
  • Monitor the weather. If inclement weather is expected, designate someone to monitor it. Know how to communicate with each other and attendees if a severe weather warning is issued. For assistance with weather monitoring, contact KU Emergency Management at 785-864-5900 or the National Weather Service-Topeka Office at 785-234-2592.
  • Determine who may need assistance evacuating or sheltering in place.
  • Review details on evacuation, shelter-in-place, and emergency communication plans.
  • Review details on medical procedures.

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